I love certain things for organizing physical items: clear stackable bins, shelving, and labels are tools that apply in just about every situation! It’s the same with digital organizing. There are some simply-must-have tools for digital organizing that I recommend anyone use to keep their computer neat and tidy.
A Password Manager
I can’t remember all of my passwords, can you? Making secure passwords requires capital letters, numbers, special characters, and sometimes a double-authentication PIN, too. And the amount of passwords we need—one for every site—means that trying to remember them is not only exhausting, it’s basically impossible. And what about when it’s time to update the password? A sticky note just can’t take care of it like it used to.
Digital password managers save you brain power while allowing for more complicated, stronger passwords.
Google Chrome has a built-in password manager that keeps track of which password is for what, updates it on the fly when you need to change or reset, and opens with one master password. Apple’s Keychain has a similar process. These password managers are free, and come alongside Chrome or your Mac.
LastPass (LINK) is a paid service that can generate secure passwords and manage them, and it works on every browser and computer. It can store credit cards securely for when you want to shop online, too.
Backups
Using a backup means that if the unthinkable happens and your computer turns into a paperweight, you can still access the files that were on it. I advise that you backup not just your files, but your system as well. Backing up your system preserves the state of your computer, catching operating files, and programs that are critical to making the computer function.
Here is one method of backing up a Mac, and here is a guide for doing the same on a PC.
Where the backup is stored is also important. There are two main options:
Local: Having a backup stored locally, meaning whatever device your files are backed up on (like an external hard drive or thumb drive) is physically close to you. If you lose your files, you can get up and grab them from somewhere nearby. It also means that you know where your data are being kept.
Cloud: Storing a backup in the cloud, meaning your backup is stored somewhere off premises, and uses the internet to transfer files. This comes in handy in the event of a theft, fire, or natural disaster. You don’t need any equipment to store a backup in the cloud, because someone else is storing it for you. As long as you have an account and your password, you’ll be able to get your files back.
What tools for digital organizing do you use? Tell me in the comments below!
Digital password managers work wonderfully for me and my family. We can easily share passwords with one another. Thanks for sharing your thoughts.
I’m glad they work for your family! Anything that helps keep everyone on the same page is going to be a huge time-saver!
I have to admit that I had a bad experience with a password manager. It wouldn’t accept my “master password,” and that was stressful. That said, I do believe they help manage this chaotic mass of information, and also help you use complex/secure passwords.
Backups are a MUST! We’ve all lost digital files, so make sure you have what matters most.
I hope you’ll give password managers another try, Seana!
I do a weekly sweep of my downloads. Do I need them? If so, where do I want to file them? I recommend looking at your existing file folders and then creating a place to put the download first – if a folder doesn’t already exist.
Another password manager (among other things) is easeenet.com. I learned about this one at the NAPO conference.
That’s super smart, thank you for the advice!
Having a consistent filing system saves hours of frustration looking for a file you know you’ve saved….!
Right? The wasted time really piles up over time.
Great advice, and I couldn’t agree more! While most instances of forgotten passwords merely impact productivity (because you can go through the whole “forgot my password” rigamarole, it adds up over time. (I’m not a fan of cryptocurrency, but if you forget those passwords, it seems money is just lost forever. Eek!) I take a belt-and-suspenders approach, so I back up locally (to an external hard drive), in the cloud (to Backblaze) and my most important folders are backed up to iCloud, too. Similarly, and while I wouldn’t recommend it to most people, I back up to two different password managers, LastPass and Mac’s Keychain (and have a paper document for life’s urgent passwords JUST.IN.CASE)!
You’ve got it all figured out, Julie! I love your belt-and-suspenders approach!
I use Roboform for password management. My files sync with OneDrive / Google Drive / Dropbox (not all three – different spots for different types of files) which isn’t really a backup because if you mess up a file, your cloud copy is also messed up, but I also back up to an external hard drive from time to time.
That hard drive backup will come in handy if the worst happens! Great job, Janet.
Google calendar for sharing calendars
You bet! We use that all the time in my business. It’s simple but powerful, and generally pretty intuitive!
This is all great advice. I take a belt-and-suspenders approach with all tech stuff. So, I use Apple’s Keychain as well as LastPass for maintaining my digital passwords safely. For backup, I use Time Machine to back up to a local external drive and Backblaze to back up to the cloud so that, counting my computer, there are three copies of everything. (Plus, all of my photos are saved to iCloud, as they are especially precious. And of course, having a system to make sure it’s all working as it should is essential